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Study leave for doctors-in-training

Applying for study leave

ALL training doctors (F1, F2, ST1-8, CT1-3, IMT1-3, DCT, GPST1-3) should follow the online study leave application process. (This can only be accessed when connected to the hospital IT network or using the remote-working VPN on a Trust device)

All applications must be submitted 8 weeks before the date of the study leave, to allow enough time to go through the approval procedure.

Click on the image to the right for a full flow chart of the study leave process.

All estimated costs should be included in the application, as these cannot be approved after the event. Any requests with total costs amounting to £1000 or more will require additional HEE approval before local approval can be given. All international Study Leave in considered to be an 'Aspirational' request, and needs to be approved by HEE before being booked. HEE will advise of which costs they will accept, if approved.

For any doctor-in-training currently on a GP-Surgery or Psychiatry placement, the paper-based process linked below should be followed. 

Click here to download the paper-based form (for placements in Psychiatry and GP-Surgery only)



Study Leave Process Flow-chart
Click above to download the Study Leave process flowchart

Claiming expenses

You can claim your expenses here

Clickhere for more guidance on how to correctly complete an expenses claim request



FAQs

Q. Where can I read more on how to apply for study leave?

A. You can find our guidance here and you can read Health Education England's guidance on study leave, including approved specialty curriculum course information and codes,  here.

Q. How do I apply for courses that are not in the list of either mandatory or optional courses?

A. 'Aspirational' Study Leave - that is anything not on the HELaSE Codes list, and all international events - requires a special code  Click here for further guidance on how to complete and "Aspirational" code request

  • Anything outside of the "Mandatory" or "Optional" codes needs to be approved as "Aspirational"
  • To apply for Aspirational, you will need to follow another route rather than the usual Study Leave route, please see the guide provided below. This also applies to all International Study Leave and is limited to one request per training programme, the funding for this may also limited.
  • When applying for 'Aspirational' Study Leave complete the request by the below guide at least 10 weeks in advance, to allow time for your application to be processed.
  • If your 'Aspirational' request is granted, you will be given a unique 'Aspirational Study Leave' code. You will need to forward this to you Trainee Study Leave Co‑ordinator when received.


Q. Where can I read more on study leave entitlement?

A. Click here to view information about study leave entitlement

Q. I am an educational supervisor or DSA (I am a study leave approver), where can I find guidance on approving study leave applications?

A. You can find our guidance for all approvers here.

Q. How do I claim for study leave expenses?

A. All Study Leave expenses must be claimed on the Easy Expense system:   https://ekhuft.easy.giltbyte.com/user/login/ 

All Study Leave expenses claims MUST be submitted within 1 month after attending the study leave event, or immediately after if leaving the Trust; this reduces the risk of any delays or possible rejection. Once you have left the Trust you will not be able to submit a claim and will not be reimbursed.

Click here for more guidance on how to correctly complete an expenses claim request